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D.C. Municipal Regulations (Last Updated: September 13, 2017) |
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Title 1. MAYOR AND EXECUTIVE AGENCIES |
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Chapter 1-15. PUBLIC RECORDS OF THE DISTRICT OF COLUMBIA |
Section 1-1599. DEFINITIONS
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1599.1For the purposes of this chapter, the following words and phrases shall have the meaning ascribed:
Accession - The acts and procedures involved in the transfer of records or papers into the physical custody of the Archives, Records Center, or other depository.
Act - D.C. Law 6-19, the District of Columbia Public Records Management Act of 1985, as amended, D.C. Code §§ 1-2901 et seq.
Administrator - the Public Records Administrator (or his or her designee) of the Office of Public Records by the authority of section 3(b) of the Act.
Appraisal - The process of determining the value and thus the disposition of records based on their current administrative, legal, and fiscal use; their evidential and informational or research value; and their relationship to other records.
Archives - (1) Those records which have been determined to have sufficient historical or other value to warrant their continued preservation by the District government and which have been accepted for deposit in the custody of the Administrator; (2) the physical building were the archives are kept; or (3) the unit of government responsible for selecting, preserving, and making available archival materials.
Archivist - The Archivist of the District of Columbia.
Deaccession - The disposal by the Archives of accessioned records.
Disposal List - A document providing one-time authorization for the disposition of specified existing records series.
Disposition - The removal by a District agency or other governmental unit of a record no longer necessary for the conduct of public business in accordance with approved records schedules or lists and removal methods and procedures approved by the Administrator and the Committee.
Essential records - those records that are necessary for the continuation of government and the maintenance of public rights and welfare in event of a disaster.
Evidential value - The worth of those records of an agency that are necessary to provide adequate documentation of its organization and functions.
General Records Schedule - A records control schedule governing the retention and disposition of specified recurring records series common to several or all organizations.
Informational value - The value of a record for the information it contains, whether or not the record is of evidential value.
Inventory - A survey of records prior to determining their proper disposition in a records schedule or Disposal List.
Master copy - In micrographics, the film from the first microcopying of a document. When filming permanent or long-term records, the master copy is the silver halide original.
Micrographics - The science and technology of document and information microfilming and associated microform systems.
Noncurrent records - records no longer required for the conduct of current business.
Permanent record - Any record that has been determined to have sufficient value to warrant its preservation by the District Archives.
Records Center - (1) When capitalized, the District of Columbia Records Center; (2) when not capitalized, any facility for the low-cost and efficient storage and furnishing of reference service on semicurrent records pending their ultimate disposition.
Records Manager - The Records Manager of the District of Columbia.
Semicurrent records - Records required so infrequently in the conduct of current business that they may be moved to a records center or other appropriate storage facility.
Series - File units or documents arranged according to a filing system or kept together because they relate to a particular subject or function, result from the same activity, have a particular physical form, or because of some other relationship arising out of their creation, receipt, or use. Sometimes called “record series”.
Silver halide film - A film that is coated with a silver halide emulsion which is suitable for the microcopying of permanent records and temporary records scheduled to be retained for ten (10) years or longer.
Temporary record - Any record which has been determined to have insufficient value to warrant its preservation by the District Archives.
Unscheduled record - Any record for which no ultimate disposition has been determined.